A GUIDE FOR SMART PORTS:

HOW TO BUILD A DIGITAL

TWIN AND BENEFIT FROM IT IN
PORTS' EVERYDAY OPERATIONS

Digitalization has been reforming industries already for decades but recently, many countries have taken
huge steps in the path of digitalization. Increased need for remote working and the pressure to decrease
travelling has made digital twins even more important part of infrastructure management. Port industry is
naturally on the same path with all the industries!
DIGITALIZATION IN THE
MARITIME INDUSTRY
The fast-paced maritime logistics industry is facing a growing demand
for energy efficiency and sustainability. Combined to the demand for
safety and productivity, solving these challenges require adapting to
new procedures. Technological advancements like digitalization, IoT, and
AI help in achieving ambitious goals for the better future.

This is the message we hear everywhere. Digitalization is supposed to

be the answer to almost everything in the world, and if you are not into
digital tools, you are hopelessly outdated. This attitude may raise change
resistance, and we think it is not a surprise. There are plenty of buzz
words related to digitalization, but only few concrete examples on how
digitalization will aid in our everyday work. And more importantly, how
can the ports start eating the elephant?

One obvious challenge in digital transformation (another flashy word)

is the fact that ports have several completely different functions. When you
are working in a busy port, you are likely to get your hands into many kinds
of tasks from planning the work schedule for maintenance to answering
questions about free rental storages. Or your job description may be more
precise and include work within one specific part of operation.

The main idea behind digitalization is information; the easiness to

find and use information in your everyday work. In the end, it is not so
complicated as it may seem.
ABOUT THE GUIDE
In this guide we discuss the technologies involved in digitalizing physical assets of ports and
what are the benefits of digitalization. Ports worldwide are in different phases of digitalization.
The scope of this guide is to provide ideas from the start of digitalization to more advanced
use cases. After reading this guide you will have concrete ideas on how digital tools can be
implemented in your own work environment.

We start with building a foundation for your information hub by providing information on
how you can create a digital twin, an online replica, of your port. After this, we add more flesh
to the bones by including asset data and real-time information into the model. And finally, we
discuss the use cases and benefits of utilizing the digital twin in port personnel’s everyday
work.

CONTENTS
1. What is a digital twin and how to build one?
A. Create an accurate, georeferenced 3D model
B. Add attribute information to the 3D data
C. Integrate real-time information to the digital twin

2. Use cases and benefits of utilizing a digital twin in everyday operations

1.
WHAT IS A DIGITAL
TWIN AND HOW TO
BUILD ONE?
WHAT IS A
DIGITAL TWIN?
A digital twin, is a virtual representation of its physical
counterpart. Originally digital twins were used mostly in the
manufacturing industry for representing pieces of machinery
but today, a digital twin can include buildings or even a
whole city infrastructure. In the marine industry, various
cases of a digital twin analyze vessels and their condition or
location modelling.

Modern remote sensing technologies enable quick data

gathering from wide areas, and powerful computers make
the modelling work faster. The advancements of IoT have
increased the use of digital twins in many industries. For
example, it is now possible to integrate real-time data from
the IoT sensors to the digital twin. Combining versatile asset
data into the digital twin creates opportunities for smart
management of physical assets also when working remotely.

Next, let's take a look at the steps of building a digital twin:

A. Create an accurate, georeferenced model of a port

B. Add more information to the GIS data
C. Integrate real-time information to the digital twin
A. CREATE AN ACCURATE,
GEOREFERENCED MODEL
The foundation of a digital twin is georeferenced data, such as maps, point clouds or CAD files. The 3D data is
gathered by different surveying technologies best suitable for a certain purpose - multibeam sonar for the
underwater areas, and laser or photogrammetry for the above water areas and buildings. One of our previous
guides discusses different surveying technologies in more detail. It is important to find an expert surveyor; the
survey itself is a complex task, and the data post-processing and combining of different datasets require thorough
understanding of 3D data.

Georeferencing is an important element of a port's digital twin, because most of the utilization possibilities require
exact information of the location. The correct location of the assets or observations on the map is central when
managing operations remotely. The accuracy of 3D data should be within five centimeters (2”), if you aim to use
the data for quay condition inspection, for example. This enables the maintenance crew to react to possible
damages before they become a threat to port safety.

SO HOW TO GATHER 3D DATA?

The technology for 3D surveys has taken major development
steps during the past decade, becoming more accurate
and affordable for survey companies and asset operators.
Many larger port companies have their own hydrographic
department, but in small and medium sized ports the service
is often outsourced. There are multiple ways to gather 3D
data, of which few are presented in this chapter:
1. Sonar scanner
2. Laser scanner
3. Drone
SONAR SCANNER
Sonar scanners have been used in
marine surveys already since the fifties.
At first, they were invented mainly
for military purposes. Multibeam
echosounders, which produce more
accurate data, have been around for
commercial use from the 70s. Sonar
scanners use acoustic pulse usually with
a frequency ranging from 200-700 kHz
to produce a point cloud of the seabed
or structure.
This technology is effective and accurate
when surveying wide areas, for example
structural inspections of large quays or
embankments. One of the benefits of
sonar is that particles in the water do
not have an effect on the result; even in
the murkiest waters you receive a clear
picture of underwater assets.
LASER SCANNER
Laser or LiDAR is a remote sensing
technology which uses light waves to
form a point cloud of the measured
object. It is a versatile tool for scanning
built environment or topography.
Laser scanner can be static or mobile,
attached to a vessel for port structures
or drone for surveying port's land area,
for example.
The latest advancements in laser
scanners include the possibility to
connect RGB colors to the data. You
can create very realistic 3D models
of the assets or landscape with an
extreme accuracy.
DRONE
Drones, or UAVs are becoming very
popular tools for scanning areas for
different purposes, for example; land
use planning or creating a digital twin
of the physical assets.
Drones can be equipped with digital
cameras which take thousands of
pictures from the surveyed area. Those
georeferenced pictures are used for
example to generate 3D models and
orthophoto of the area.
If a drone is geared with a laser scanner,
a result from the survey is a point
cloud, which can be used after post-
processing as a digital twin or modelled
further.
All these technologies create a precise visualization of the physical
environment of the port. The data from different sensors (sonar
from below the water, laser from above water structures and
drone from the land assets) can be combined to produce a holistic,
georeferenced view of the assets. The point clouds can be a bit
blurry, though, if you are not used to working with them. That is
why a good visualization helps in the utilization of 3D point clouds.
Well visualized comprehensive 3D data can be used in many
phases of asset management, so make sure your surveyor delivers
data which is visualized beautifully.

The art of surveying is something most people working in a port does not need to
understand in detail, but more important is to understand how this geographical
information can be effectively utilized in port’s everyday life and operations. The 3D
data does not do the tricks on its own, but to actually benefit from digital information
requires it firstly to be easily available, and secondly, enriched with additional
information needed in port asset management.
- Ville Mäkeläinen, CBDO at GISGRO

Let’s see next how to proceed after you have the 3D data on your desk.
B. ADD ATTRIBUTE
INFORMATION TO 3D DATA
A plain visual representation of the port needs a bit flesh
on the bones to become fully utilizable in maintenance
and operations. The attribute information attached to the
3D data can contain technical information, data on the
users and ownership of an asset, guidelines, rules, and
more. A cloud-based asset management and maintenance
software enables the availability of the information to
everyone needed, regardless of the location of professional
background.

This may be the most laborious phase of digitalization, as

the amount of information is almost countless, and most
of the times information is dispersed to various software,
databases and archives.

The possibility to upload a variety of information simultaneously from for example spreadsheets or CAD files on the
base map is essential in minimizing the workload of this phase of building a digital twin. Ports handle wide range of
property and assets supporting the efficient logistics and supply chain. There are for example wide land and sea
areas, facilities, cranes, vehicles, electricity, and water supplies. All the operations need to be as smooth as possible,
to minimize the delays or interruptions to logistics. Often the problem in implementing an asset management
system is the history; from the ocean of old and often outdated data, how can we choose the essential and how can
the data be utilized effectively?

In this chapter we also discuss how categorizing port’s infrastructure assets and physical properties helps in the
asset management and eases the operations in the harbor.
THE DATA IN ASSET MANAGEMENT SOFTWARE COMES IN MANY FORMATS
Port’s asset data ranges from spreadsheets of equipment to 2D CAD plans for pipelines, and 3D models of properties.
Usually all this is spread across the different databases, folders and sometimes even in people’s heads as tacit
knowledge. Asset management systems enable gathering the data into same database and grouping and labeling
assets so that they are easily found and usable for all the stakeholders of asset management process.

The first step is to evaluate the accuracy of old information. Are the CAD drawings just plans or do they represent the
actual situation in the field? What are the used coordinate systems, or do the drawings have location information at all?
Without an option to visualize asset data, it is difficult to check if the data is correct. The location may be way off, even on
different continent, because of a small error in the spreadsheet.

It is very rare for an asset management system to have a possibility to view several different types of data and data
formats simultaneously. More often, you need a CAD software to see the pipeline networks, while opening the
orthophotos in some 3D software and viewing a list of valves on an excel sheet. GISGRO combines all this into one
platform. Seeing the complete situation map can really make a difference in your work!

This is one of the most important reasons we developed GISGRO. Every port we discuss with struggles
with dispersed information and uses too much time and effort just for finding information they need
in their core business. Centralized information platform, which is easy to access, is an answer to many
questions and help enormously in the daily work.

It is important to also remember that everyone of the port personnel might have a bit different
point-of-view for the port information due to their tasks. Someone may concentrate on storage
building information from the maintenance point-of-view, some other needs to know the condition
of submerged assets for safe marine traffic, and someone’s job is to answer to the questions of port
operators or transporting companies. Organizing the data according to its use, and defining the users’
access accordingly, helps the users in quickly finding the information they need in their exact job.
Ville Mäkeläinen, CBDO at GISGRO
ORGANIZE YOUR PORT’S PROPERTY DATA EFFICIENTLY
When the amount of information is big, you need to organize it to enable easy utilization. Depending on the type
of data and the usage of it, there are many possibilities to organize the information smartly.
MAP LAYERS CATEGORIES
If the information considers Categories are the upper level
wide areas, it might be handy of grouping property and
to be able to open and close the assets. Categories are used in
data from the main view easily. asset management system to
That is where map layers are at divide them to logical groups.
their best. Pipeline networks, When you have a lot of asset
electricity cables and such are data, categorization is a
examples of data which work structured way to segment
well as a map layer. the mass of data. Usually, a
property or an asset belongs
to just one category, for
example buildings, roads, or
bollards. By categorizing you
can easily find all the assets
you need to perform a certain
analysis or manage operations
affecting that category.
TAGS
You may think tags as printed labels or
barcodes. In the context of digital asset
management system tags are like
digital labels. They are good tools to
divide properties and assets to smaller
groups. You can use them to combine
similar assets from different
categories. For example, if you have a
category, “buildings”, you may add a
tag to one building marking owner
(“Example Subcontractor”) or function
(“Warehouse”). You can then filter the
data by tags, dividing them to different
types of assets. This helps, for example,
in finding all the assets belonging to
one owner or locating all the
warehouses available, easing the
decision making and saving time.
HOW TO GROUP AND CATEGORIZE ASSETS?

Think about your port’s daily routines and operations. First list
your asset groups – buildings, railroads, gas pipelines, bollards.
Then consider what is the basis on which you need to find the
information from the asset management system? Is the asset
thought as an entity, like the whole sewer network, so that you
could use it best as a map layer? Does it belong to a certain
category, like buildings? You might need to check the list of
all the available rental areas, for example. Or see the location
of a quay of suitable loading capacity for an arriving vessel.
That means the availability (“Free/Sold”) and loading capacity
(“Loading capacity 20t”) might be suitable tags for you.

Discuss about the categorization with every team of the port.

The maintenance crew may think differently about the tagging,
as their job is different from, for example, traffic planning team.
Sales and finance departments may also need their own tags
to do their job efficiently. You may already have a standardized
tagging system in use, for example according to the ISO 55000,
which can be utilized here.

Reflect how the data is utilized by different teams and roles in a port. Many maintenance procedures are logical to
arrange according to categories. You can take for example bollards and order a regular inspection to the whole asset
category. When you have the information in the map-based platform, the exact location of the assets is shown to the
maintenance personnel to ease the work.

Being able to easily filter your view on assets by category helps in keeping up to date with the possible changes in
assets. It is still important to remember that the information you get from the database is just as good as the data
you put in. Update the information regularly and instruct all the personnel involved to keep the information fresh.
Changing the ways of working always creates at least some
change resistance. One good way to minimize the effect of
resistance in digitizing the port is to involve personnel to the
process from the beginning and listen to their point-of-view. Also
in our work, when developing the software, we need to bear in
mind that the people actually doing the everyday work in a port
are the best experts to evaluate how good a digital tool is. That is
why we appreciate all the feedback we get from the clients.

The information of a seaport is not static, though. One thing is

updating the newest survey data to the platform as it is gathered
and making sure all the other asset data is up-to-date and valid.

Another fun part of a digital platform is that you can integrate

different sensors and databases to it, making the platform a real
digital twin of the port and updating the situational map of the
port automatically. Let’s next discuss shortly about the concept of
a digital twin.
Ville Mäkeläinen, CBDO at GISGRO
C. INTEGRATE REAL-TIME
INFORMATION TO DIGITAL TWIN
One fundamental feature of a digital twin is
its ability to receive real-time information and
therefore, to become an even more accurate
model of the reality, which can be used to
forecast future development (for example in
predictive maintenance).

You can, for example, include real-time data

from IoT sensors to the model. Integrations to
external software or equipment, for example
AIS data (Automatic Identification System for
vessels) or weather stations can bring valuable
information to a digital twin.

This actually brings the model a bit beyond

the concept of digital twin, because the model
not only acts as a simulation of reality but
can also be used to manage various types of
operations remotely, from vessel allocation to
maintenance management.
The opportunities for utilizing a digital twin of the
port are various. Practical examples can be found in the
real life and for example from a thesis by Ville Kuitunen
(2019), which examined the deployment of an online 3D
platform GISGRO in a Finnish universal port. The thesis
describes how port’s maintenance crew is able to save
time by sending service requests to subcontractors
directly the platform, an port operators can plan vessel
allocations or check clearance depths remotely and
online.

Besides saving time, the smart data management

enables more sustainable operations. For example,
integrate the control of the lighting poles to the digital
twin to optimize the electricity usage.

Since the start of industrialization, we have always been thriving to more

efficient processes. Centuries ago, it was done by creating more powerful
machines, now we take advantage of digital tools to save the time and effort
of people. Digitalization brings many benefits to everyday work and taking the
digital twin online even more, as we can read from the next chapter.
Ville Mäkeläinen, CBDO at GISGRO
2.
USE CASES AND
BENEFITS OF UTILIZING
A DIGITAL TWIN IN
EVERYDAY OPERATIONS
WHY TO GO DIGITAL?
The central question of this whole guide is Why to Go Digital? There are many occasions in the port’s core operations
which can be eased with digital tools. Here we explain only few of them.

DETECTING DEFECTS OR DAMAGES

3D data gathered with advanced technologies can have an accuracy of a
few centimeters. It enables you to check the asset and the structures for
even the smallest damages, without having to leave your work desk.

You can mark the spots you want to inspect in more detail and make
observations and remarks directly to the visualized data. Each spot,
observation and remark have exact coordinates, which makes it easy to
send the information to the maintenance team or divers to take a closer
look. Being able to predict risks may save you a fortune!

MAKING MEASUREMENTS AND PLANNING

THE REPAIR ONLINE
Georeferenced asset data enables the usage of a many types of
measurement tools, which make it easy to inspect the asset further
and have a clear understanding of the severity of the possible damage. You
can for example:
• Measure the length of a crack in the quay wall with a distance
measurement tool
• Evaluate the amount of erosion with a cross section tool
• Define depth of a damage in the quay wall with a depth shader tool
MONITORING THE CHANGES IN TIME
When the asset data is measured to correct coordinate and height reference
system, you can compare datasets from different years to see if there are
changes.

As an example, with digital hydrographic 3D data, you can easily visualize

target depths, create contours and soundings, and do volume calculations. This
can be valuable information when planning the right intervals for dredging,
for example. All this information can be gathered to a PDF map which is easily
printable for sharing. You can also see if some damage is getting worse or
staying the same to determine if the repair is critical or if it could be left for later.

COMMUNICATING TO DIFFERENT STAKEHOLDERS

Visualized 3D data is easily understandable also to people not familiar with technical issues. For example, in case you
need to explain the damage or other asset related issue to the board of managers to get the budget for the repair, one
picture is worth a thousand words and a 3D model even more!

3D data can be useful for a planner or a designer, because it gives realistic information about the current situation and
they do not have to rely on old drawings or their gut feeling. In addition, with georeferenced data it is easy to point
out the exact location of any spot, for example a repair need to the maintenance team or showcase your port's rental
areas for a client. When the data is available in a visual format and online, it can be shared with anyone, without a
need for special software or expertise to use it.

USING THE 3D DATA IN DAILY OPERATIONS

A smart 3D platform does not only store the information, but it links the 3D data to daily operations. A map-based
platform enables various applications from maintenance to resource planning. With integrations to external
databases you can add functions like service requests for maintenance personnel, monitoring of weather or ship
allocation. All this is founded on the 3D data, the up-to-date and accurate visualization of the assets.
WHAT ARE THE BENEFITS OF
USING PORT DATA ONLINE?
Traditionally, utilization of 3D data in port asset
management requires various desktop software and
a lot of training and experience. This kind of software
is often pricy and impractical especially for smaller
organizations. The technological advancements and
innovations have made it possible to take the 3D ”Our department produces and
data, such as point clouds, to the cloud, enabling operates with a range of different types
utilization of the data online. of data: multibeam and laser scans,
orthoimages, and 3D reference models.
Online applications have various types of benefits. For example, earlier we used to deliver
You do not have to install anything, as all you need underwater structural scan data to
is a decent computer and a modern web browser. our in-house clients in 2D format. With
Availability is one important aspect in choosing online GISGRO online platform, we can assist
solution; is the asset information in the hands of one them by enabling the easy access and
specific secretary, for example, or can anyone reach utilization of different 2D and 3D data in
it easily? Do you need the asset information to be asset management”
available when performing work in the field or just at
the office? Thomas Thies,
Head of Hydrographic Data Collection
With an online platform you have the same tools
anywhere you go as long as you have an internet Hamburg Port Authority
connection. Sharing of the data has also never been
easier; if you want to connect someone to work with
the data, just send them an invitation link.
The user interface of online solutions is often simpler
than most hard-core engineering programs, so everyone
can use it efficiently with minimal introduction.
Sometimes an asset database is built so that you need
to know beforehand the exact menu from which you
can find the asset you are looking for. Naming can be
different from what you are used to, so alphabetical lists
or searches don’t do the trick. Many of these challenges
can be tackled with a visual user interface, where the “When we have all of our assets in
assets are modelled to the map-based view to easily GISGRO online platform, enriched with
check the asset data from its real location. additional data, we will be able to use it
in every aspect of port operations from
You don’t need to know the logic behind the naming maintenance to sales. It does not only
and the lists to find an asset and attached information improve our communication internally
when you can just check the right area on a map. Also, and between different departments in
when planning a development project, you can check the port, but also with customers and
easily if there are some underground assets to take into other stakeholders.”
account when for example doing the groundwork for a
new storage facility. Ville Kuitunen,
Director, Traffic Operations
Online applications are not an exception anymore
even in the port industry but becoming state-of-art Port of HaminaKotka
as there are more and more areas in the world with
good internet connections. Policymakers are also
speeding the development by putting more pressure
to technology providers with worldwide goals for good
connections. This is a perfect time to go online -the
benefits are clear as we have previously discussed.
HOW TO GET STARTED WITH
DIGITALIZATION AND BUILDING A
DIGITAL TWIN?

So, now I’ve guided you through the main topics behind a smart port concept and digitalization of port
industry. If you have read this far, I hope that you feel at least a bit excited about the opportunities of
digitalization and have an idea where to start. If not, we are happy to tell you more and discuss about the
individual challenges and circumstances of your port. The change is inevitable, and we at GISGRO are
here to make sure there’s nothing blocking your digital passage!

One good option to get to know digital tools better is to test GISGRO platform yourself. I gladly set up a
short online meeting to show how an online platform actually works in utilizing port data effectively.
Also, I can quickly get you a personalized trial account to test the tools yourself. Just hit me with a
message to discuss more!
WWW.GISGRO.COM

CONTACT
Ville Mäkeläinen
+358 44 513 2222
ville@gisgro.com